University of Wisconsin-Parkside Program Assistant Confidential

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					University of Wisconsin-Parkside
Program Assistant Confidential
Chancellor’s Office
January, 2012


Strong oral, written and interpersonal communication skills; Excellent computing skills
with mastery of the Microsoft Office Suite (Excel, Word, PowerPoint, Outlook,
Sharepoint); Experience with data management software, proficient in web-based
software; Ability to adapt and multitask in a changing work environment; Exceptional
customer service skills; Professional discretion and integrity in managing sensitive
issues and subject matter.

Five-plus years of administrative and computing skills preferred.

Essential Job Functions:

Major areas of responsibility/accountability outlined herein are identified as essential.
By the nature of this position, the ability to multitask with multiple interruptions is

Receptionist Responsibilities for Administrative Area

Represent the University and the Administrative Department in a confident, poised and
approachable manner. Provide excellent customer service and greet, triage and
prioritize internal and external visitors as needed. Interact respectfully with people from
diverse socioeconomic, cultural, and ethnic backgrounds. The incumbent in this
position is seen as a resource for the University requiring knowledge and understanding
of the University’s organization, initiatives, programs, policies, and procedures.

Specific facility tasks identified as part of receptionist responsibilities:

Monitor administrative conference rooms/equipment, department fax machine, and
department copier to include maintenance, troubleshooting, and supplies and assist
campus-wide users as needed.

Schedule the administrative conference rooms using the University on-line scheduling

Manage security of the Chancellor’s area.
Administrative Assistance to the Chancellor’s Office

Provide administrative assistance to Chancellor and Assistant to the Chancellor. This
requires a high level of accuracy, attention to detail, follow through, prioritization, and
complete confidentiality.

Maintain a working knowledge of the operations of the Chancellor’s office to provide
assistance/back-up coverage for the Assistant to the Chancellor and the Office Event

Utilize/learn university-specific computer systems relative to Chancellor’s office.

Major areas of responsibility include:

Customer Service

Provide a high level of customer service to internal and external customers, and be
responsive with a sense of immediacy.

Convey verbal and written messages to and from the Chancellor, understanding the
scope of urgent/critical notifications.

Reserve/monitor the Chancellor’s Office guest parking spaces for visitors.


Monitor the Chancellor’s office website to include currency of information, inclusion of
relevant highlights; i.e., initiatives, speeches, events, etc.

Gather newsworthy information for Chancellor’s periodic updates to campus, and for
inclusion in Ranger Today.

Compose and follow up on general correspondence for the office; i.e., community
notifications, congratulation/sympathy letters, committee appointments, department
directories, student and faculty recognitions, etc.

Process documents for the Chancellor, requiring prioritization and organization, to

          o Confidential reports, investigative notes, and correspondence related to
            employment relations issues.
          o Entering rough drafts and finished copies of letters, memos, speeches,
            reports, and mailings.
          o Copy, distribute, and file completed internal and external

Business Processes

Remain abreast of University procedures and regulations to ensure compliance in the
Chancellor’s office.

Maintain proficiency in business services and campus-specific computer systems,
utilizing best-practices as outlined.

Coordinate travel reservations, hotel accommodations, conference and event
registrations, and process payment/reimbursement.

Prepare and follow up on Chancellor’s expense reports, monthly mileage reports, and
procurement reimbursements.

Monitor University memberships and renew accordingly.

Prepare and follow up on Chancellor’s Office requisitions, work orders, payment to
individuals, and other business services documents within specified regulations.

Monitor and order office supplies and equipment within budgetary guidelines.

Update and maintain comprehensive filing system for the Chancellor’s office to include
knowledge of auditable file requirements, original agreement documents and
legal/human resource matters. Develop electronic filing system, utilizing campus
resources, for master office files as appropriate. Maintain a master directory of files,
and archive/shred files within specified guidelines.

Assistance to Administrative Staff/Departments

Work in a team environment, assisting administrative staff/departments as needed to
ensure a cohesive workplace.

Serve as administrative back-up to department administrative support team as needed.

Provide telephone back-up coverage to the administrative support team, and redirect
calls appropriately.

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